2.1.7 Insurance Policy

POLICY TYPE: 2.0 Contractor Policies \ 2.1 Compliance
EFFECTIVE DATE: 2019-03-21	LAST REVISED: 2026-02-09
THIS POLICY APPLIES TO: Contractors – Individuals engaged to provide services under a contract with SelfDesign Learning Foundation Support Providers – Individuals engaged under a contract or agreement with SelfDesign Learning Foundation to provide services for a specific learner Families – Learners and parents(s)/guardian(s) of learners participating in SelfDesign Learning Foundation’s programs Volunteers – Individuals providing goods/services under the terms of an agreement with SelfDesign Learning Foundation Board Members – Members of the Board of Directors for SelfDesign Learning Foundation and the Foundation for SelfDesign (FSD)

Policy Statement

This policy outlines SelfDesign Learning Foundation’s (SDLF’s) approach to obtaining, maintaining, and utilizing insurance coverage to protect the organization, its directors, officers, contractors and other stakeholders from risks associated with its operations, including but not limited to personal injury, financial loss, damage to property, or errors and omissions.

Definitions

Commercial General Liability Insurance (CGL) – Insurance which covers liability for bodily injury, property damage, and other claims arising from SDLF’s activities. Directors’ Liability Insurance and General Insurance, and will be insured against most risks of loss, damage, and/or defending legal actions and paying settlement, and will, therefore, provide defense and indemnification for contractors against legal actions that arise from activities inside the scope of contract and expressly sanctioned and approved by SDLF even if there is potential error or negligence by the contractor.

Directors and Officers Insurance (D&O) – Insurance which protects the Board of Directors and Officers from personal liability arising from decisions made in their official capacities.

Indemnification – financial compensation for harm or loss

Policy

SelfDesign Learning Foundation will obtain and maintain insurance policies that provide adequate protection against risks associated with its operations and any insurance policies which may be required under its contracts with third parties. At a minimum, the D&O and CGL insurance coverage will be purchased.

Additional insurance coverages may be considered based on the organization’s needs, such as cyber liability insurance or other risk-specific policies. Whether any particular individual or claim is covered by insurance will be determined by the terms and conditions of the insurance coverage.

Protocol

Responsibility for Insurance

The responsibility for securing and maintaining insurance coverage lies with the President & CEO or delegate. This individual will:

Assess the organization’s insurance needs on an annual basis or as required, taking into consideration any changes in operations, legal obligations and risks;
Obtain appropriate insurance from reputable providers;
Ensure timely renewal of all insurance policies;
Maintain accurate and organized records of all insurance documents, including policies, certificates, and correspondence; and
Report to the Board of Directors on the adequacy of the insurance coverage and any significant changes.

The Board of Directors shall review and approve the organization’s insurance program annually and provide guidance on any significant decisions related to coverage, providers, or claims.

Claims reporting

All individuals covered by this policy must report any incident, event, or potential claim that may involve the organization’s insurance coverage or give rise to a claim. Examples include, but are not limited to:

Receiving notice of a lawsuit, demand letter, or legal claim;
Being threatened with a lawsuit or claim of any kind;
Observing or being involved in an incident that the individual believes may result in a claim;
Observing or being involved in any incident that results in person injury or property damage.

Individuals who become aware of an incident, event, or potential claim must:

Report the issue immediately: Notify the President & CEO as soon as possible.
Provide details: Share all relevant details about the incident, including dates, parties involved, and the nature of the occurrence, including any supporting documentation.
Avoid public disclosure: Do not discuss the matter publicly or with external parties unless authorized by the President & CEO.
Cooperate fully: Assist with any investigations, documentation, or communications required by the insurance provider.

Failure to report a possible claim in a timely manner may compromise the organization’s ability to access coverage and mitigate risks.

Upon receiving a report of any potential claim or incident, the President & CEO will report the claim or incident to the Board of Directors immediately and will keep the Board apprised of any developments with respect to the claim or incident on a regular basis.

All incidents that have potential liability or insurance implications must be reported promptly to the President & CEO. Any incidents reported to the President & CEO will be relayed immediately to the Board of Directors.

The Board Chair will respond in writing to the President & CEO, confirming receipt of the reported incident. The President & CEO will keep the Board apprised of the incident through their regular means of reporting, unless otherwise specified by the Board.